This privacy policy explains your rights under the Data Protection Act 2018. It explains why we require your personal data, and what you can expect from us in terms of our data protection responsibilities. We are registered with the Information Commissioners Office with registration reference number ZA332935.

About this policy

This policy explains your rights. These rights are set out by the Data Protection Act 2018 (the Act). The policy explains why we require your personal data. It will cover what we do with your data and what you can expect from us in return. It will also explain how to obtain a copy of any personal data we may hold about you.

The policy will not replace the Data Protection Act. It will show how we will comply with the Act when processing your personal data.

We use the data that we hold in order that we are then able to request payment of rent for properties that we own or that we manage on behalf of our clients. We have a legitimate interest in holding such data in order to fulfil our role as property managers.

Your rights and how we protect them

We are committed to compliance with the Act. We hold a legal duty to do so. We will take every precaution to protect your data. The following principles will apply when we process your personal data:

• only data that we actually need is collected and processed

• your data is only seen by those who need it to do their jobs

• your data is retained only for as long as it is required

• your data is accurate and is only used as part of our process

• decisions affecting you are made on the basis of reliable and up to date data

• your data is protected from unauthorised or accidental disclosure

• you will be provided with a copy of data we hold on you, on request

• there will be procedures in place for dealing promptly with any disputes / complaints

All will apply whether we hold your data on paper or in electronic form.

What personal data we hold

We will only hold your data if you are legally obliged to pay us a rent. The information that we hold includes your name(s) and address and occasionally your telephone number and/or e mail address. In some cases we have a record of the name and address of your mortgage company. We do not hold any proof or evidence of your identity, employment, race, ethnic origin, religion, financial status or bank accounts and any requests purporting to be from us for such information should be regarded as fraudulent

Responsibility for your personal data

We are the ‘data controller’ of all data held. This means that we hold full responsibility for the safety of the data that we hold.

Persons that are involved in our work

Your data will only be seen by those whose jobs require them to do so. In practice, this means only our staff. All our staff are data protection trained and are aware of their responsibilities under the Act.

Retention and storage of data

We will ensure that data is not held for longer than is necessary for the purpose. The personal data provided in this form will be held in secure computer files, which have restricted access. Any paper records are kept in locked cabinets. We have approved measures in place to stop unlawful access and disclosure. 

Individual rights

An individual has a number of rights under the Data Protection Act 1998 which include:

•to ask us to amend any data if it is incorrect

•compensation for damage caused through a data protection breach

•access to the data we hold

•the right to stop unsolicited marketing

Notification of changes

If we decide to change this privacy policy, we will inform you.